Managing HR and absences for Group MIS staff

For your Group MIS staff members, you can record details of their pay, working periods and absences and report on them from the Absences area.

Please note that the guidance below is only for staff members set up on your Group MIS site - you can see how to report on absences for school staff here: Staff analytics for our schools on the Group MIS

Permissions

You'll need the Basic HR Details: Administer All Group Staff and Contract Management: All Group Staff permissions to complete the actions shown below. Your administrators and senior management team will have permission by default, but to give someone else the permission, you'll need to give them one of these business roles:

  • CEO, CFO or COO
  • Business Manager
  • Head Teacher
  • HR Administrator, IT manager or Administration Assistant
  • Senior Management Team

Please note that if your trust has taken over management of the permissions for your business roles, we will not have automatically added the permission to your staff. You will need to add this permission to your business roles.

 

Staff pay details

Recording staff pay details

You can set up pay scales and spinal points for your Group MIS staff from the Group Staff > HR Admin > Pay Scales page, in the same way as on the School MIS.

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You can add a pay scale to a Group staff member’s contract from the Contracts > Salary section of their Group MIS staff profile. For contractors, you can log hourly or daily rates in the Contracts > Daily/Hourly rate section.

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Reporting on pay and contracts

See all of your Group staff contracts on one page including pay scales, salaries and FTE hours from Group Staff > HR Admin > Staff Contracts.

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Recording staff working periods and absences

Working periods

To make sure your staff absences calculate correctly, we recommend adding working periods for all of your part-time Group MIS staff members. This means an absence will only count the hours that fall within a staff member's working period.

To add working periods for a staff member, go to their staff profile and click +Add in the Working Periods section.

In the slide over, you can select when the working period applies and select the days of the week the working period applies, then click Save Changes.

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Working periods don't include lunch breaks, so a working period of 8am-5pm will be treated as a 9 hours of work. If you'd like to include lunch breaks or any other breaks in staff absence calculations, you'd need to set up multiple working periods. So for this example, a full day’s absence would count as 4 hours missed.

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Absences

You can see and record absences for your Group staff members from the Absences section of their staff profile. You can also record absences from the Group Staff > Absences > All Staff Absences page.

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Click the green Record New Absence button to create a new staff absence. In the slide over, choose the type of absence, start and end date/time, and approval information.

Once you've added all the details, scroll down and click the green Create Staff Absence button.

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Click into an absence to view or edit the details, or delete the record.

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Reporting on absences

Report on any absences (taking working periods into account) for your Group MIS staff members from our new Group Staff > Absences > All Staff Absences and Statistics pages.

Click on the filter bar at the top of the pages to change the information displayed in the table, such as adding Payroll numbers.

On the All Staff Absences page you can see any upcoming staff absences, including Total Working Days Lost (the full number of scheduled days of absence) and Filtered Working Days Lost (the amount of days absence that occurs within the selected filter dates).

You can also click into an absence to view or edit the details.

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This Statistics page provides an analysis of the staff absences recorded over a specified period of time, including each staff members' total absences and working days lost.

You can also click a staff member to jump to the Absences section on their staff profile.

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